Method and system for utilizing file storage sheets

Abstract: A novel form and method for creating and using document sized file storage sheets (10) containing one or more files (16-22), employing a user model similar to that of a floppy disk. A storage sheet comprises at least one sheet (10) of an information storing substrate material, commonly paper. A system (30; Fig.2) for the inputting and processing of storage sheet images is also disclosed. The storage sheet (10) comprises a machine readable mark, a "file storage sheet flag", (12) which alerts the system is currently reading a file storage sheet (10). Upon image input, this flag (12) is deliberately scanned for by the system. The storage sheet (10) also comprises a machine readable directory (14) that informs the system about the general characteristics of the files (16-22) stored on the sheet (10). Such general information may include the name of the files (16-22), the number of bytes, creation date, owner, the location of the first byte of the file (16-22) on the sheet, and the like. If the current file storage sheet (10) comprises more than one sheet, then the directory (14) may inform the system (30; Fig.2) where the files (16-22) are located among the separate sheets. A file storage sheet may optionally comprises a human readable label (13) and a human readable directory.

Description: The present invention relates in general to the creation and use of document sized file storage sheets and, in particular, to file storage sheets that have machine readable files and a flag which induces a document processing system to store the files. Removable external storage media for computers have existed for many years. In fact, punched paper cards developed by Jacquard for controlling looms predate the modern stored program computer. These punched cards have reappeared as removable storage of both programs and data for early generations of large and mid-sized computers. Similarly, punched paper tape provided a means for storing information for both mechanical devices such as teletypewriters and for digital stored program computers. As storage substrate technology improved, the cost of storage decreased while, simultaneously, the portability of storage increased. These trends are evident in the development of removable magnetic storage. Initially, mainframe removable packs of rigid magnetic disks ("disk packs") were used for fast random access. Although disk packs are comparatively bulky; they are nonetheless portable from mainframe to mainframe. As smaller computers developed, more portable random access mechanisms for storing small amounts of data were developed. The eight inch "floppy disk" allowed a modicum of information to be stored, retrieved, and cataloged off-line. These first floppies were more convenient than either magnetic tape or disk packs and were much less expensive. Five-and-a-half inch floppy "diskettes" followed, and were dominant for a number of years. These floppy disks are more convenient for handling and storing than their eight inch predecessor. Additionally, these floppies stored more information due to advances in substrate material, recording/playback technology, and processing technology. Recently, a three-and-a-quarter inch "diskette" format has gained commercial success. No longer "floppy", these diskettes are encased in a semirigid plastic protective shell, providing a more foolproof product for a wider market. Furthermore, the size and protection allow for mailing in standard envelopes, or carrying in standard shirt pockets - something not possible with previous floppy disks. While this improvement has taken place within the magnetic storage technology, advances in other technologies have also occurred. For example, CD-ROM has grown out of the compact disk digital audio market in the past ten years. The cost of these media has dropped while their storage capacity has increased since their introduction. A typical three-and-a-quarter inch diskette now holds approximately one megabyte of data and costs about one dollar. A CD-ROM disk presently stores about six hundred megabytes of data and costs about ten dollars. Central to the operation of all removable media, regardless of storage technology, is the concept of a "file". The concept itself was originally based on the metaphor of a paper file in a filing cabinet. Not until the advent of addressable read/write devices such as magnetic tapes did the concept of a "file" fully develop. Files are ordered collections of digitally encoded data that have an abstract existence independent of their storage medium. Thus, a file can be copied from one storage medium to another and retain its identity. For example, a file might be stored in core memory and copied to a magnetic tape. That magnetic tape, in turn, may be used to download the file into another computer's memory Experience with floppy disks and other portable media has shown that the concept of the file is valuable. Its use in over a hundred million of personal computers worldwide has familiarized the public with the concept, and is incorporated into the public consciousness as a basic unit of storage, retrieval, and transportation in the computer world. Files can be stored on floppy disks, tape, or other media and transported to other machines or stored away physically. All of these media are relatively inexpensive and are suited to storage and transportation of large amounts of data. None, however, is ideally suited to the storage of small amounts of data at a very low price. A typical business letter contains on the order of a thousand bytes of information. Storing the contents of this letter digitally on a floppy disk would cost ten times the amount of the human readable letter paper version, and would waste 99.9% of the storage capacity of the diskette medium. The primary means of very inexpensive storage for data has, for hundreds of years, been paper. Although the demise of paper has been predicted since the advent of computers, the promise of the "paperless" office has not yet come to pass. In fact, paper carries some important advantages as a medium that make its demise unlikely. For example, paper as a medium is ubiquitous. Paper users are generally more concerned with the stored message than with the substrate medium. By contrast, computer users must still "know" something about the operating system and application programs (e.g. a word processing program) in order to create or read a document. The format of paper as a medium is standardized. This standardization is of particular benefit to users of documents, since it means low cost access to convenient devices for storing (e.g. file cabinets, drawers, manila folders, etc.), transporting (e.g. envelopes, facsimile machines) and reproducing (e.g. photocopiers) information. The form factor of paper and its read/write interface have remained stable for nearly a century. By contrast, changes in materials, fabrication, and data recording technology rapidly obsolete magnetic and optical storage media. In these respects, paper has served as nearly ideal for information storage. In particular, data stored on standardized paper stock (such as U.S. letter size, legal size, European or Japanese A4, etc.) can take advantage of the existing paper infrastructure of copiers, file cabinets, envelopes, etc. in order to integrate more fully into existing work practices. However, until recently, paper has been limited to a human readable storage medium. Recent advances in optical and computer technology have made it possible to use paper as a medium for machine readable information. Cost reductions and speed increases in digital computer processing units, memories and image scanning devices have made machine readable data storage on paper economically feasible. Furthermore, paper document handling technology for paper in standard sizes is well understood and highly developed in computers, facsimile machines, and the like. Digital scanners and digital copiers are joining digital facsimile machines in the array of digital electronic paper handling office equipment. With the advent of these digital machines, paper now serves as a means for storing both human readable and machine readable information. Early methods of storing data on paper, for example bar codes were very low in density and suitable only for identification rather than storage. Higher density encodings, such as Cauzin strip, used rather unsightly formats for the encoding of data. Recently, a more esthetically pleasing method ("glyph" codes) for encoding data on paper has emerged. This "glyph" method for encoding high densities of data on paper in an attractive form is described in EP-A-459,792. Returning to the typical business letter example, a digitally encoded version of the contents of the letter could be stored on a single sheet of paper, which could be printed at a cost of about five cents. Such digitally encoded files can be copied using conventional light-lens copiers, or future generation digital copiers. They can be mailed in an envelope, or transmitted in a facsimile machine. They can also be stored in a filing cabinet, or scanned in through a copier or digital scanner to produce a digitally encoded file, abstracted from its medium of encoding. While a thousand business letters could be stored more economically and more compactly on a floppy disk, a small number of files containing a few business letters are more economically and more conveniently stored on paper using the above mentioned glyph code technology. It is therefore an object of the present invention to combine the use of paper as a substrate for storing machine readable information, the use of preexisting standardized paper sizes to facilitate integration and the use of the file as a conceptual unit for bundling information to provide a convenient, easily accepted, easily used means of inexpensively storing moderate amounts of data in a typical office or home environment. This object is solved by the systems as claimed in independent claims 1 and 7, the methods as claimed in independent claims 15 and 18, and the hardcopy medium as claimed in independent claim 22. Preferred embodiments of the invention are subject-matters of dependent claims. In summary, the present invention involves a novel form, method and system for creating and using document-sized file storage sheets containing one or more files. The present invention employs a user model similar to that of a floppy disk. A storage sheet comprises a machine-readable mark or flag which alerts the system currently reading a file storage sheet. Upon image input, this flag is deliberately scanned for by the system. The storage sheet also comprises a machine-readable directory that informs the system about the general characteristics of the files stored on the sheet. Such general information may include the name of the files, the number of bytes, creation date, owner, the location of the first byte of the file on the sheet, and the like. If the current file storage sheet comprises more than one sheet, then the directory may inform the system where the files are located among the separate sheets. The file storage sheet may optionally comprises a human-readable label and a human-readable directory. The label may describe the file storage sheet in general, such as a one phrase or sentence summary. Likewise, the human-readable directory may contain any superset or subset of information that is contained in the machine-readable directory. It will be appreciated that the human-readable label and directory may be either automatically generated, manually entered or blank, according to the needs of the user. One advantage of the present invention is that the user can store an electronic file encoding a document on a single or small number of pages, at less cost than a floppy disk. Another advantage of the present invention is that the storage sheets may be constructed from standard-sized paper. Thus, file storage sheets may be used in commercially available paper handling equipment, including any reprographic device, scanner, or the like. Another advantage of the present invention is uniformity of handling. When a file storage sheet is used to store an electronic version of a human-readable paper document, the storage medium of the storage sheet is the same as the presentation medium. That is, the file storage sheet can be bundled together with the paper document and not become separated as would happen if the electronic version were stored on a floppy disk. The file storage sheet and the paper document may thus be processed together. Another advantage of the present invention is that storage sheets can be stored in a filing cabinet or other paper storage device commonly found in an office or home environment. Another advantage of the present invention is that the mailing costs for a file storage sheet for a small file are less than those of a floppy disk. Additional objects and features of the present invention will be more readily apparent from the following detailed description of an exemplary embodiment thereof, as illustrated in the accompanying drawings. The purpose and advantages of the present invention will be apparent to those skilled in the art from the following detailed description, in conjunction with the drawings, in which: Figure 1 depicts an embodiment of a file storage sheet made in accordance with the principles of the present invention; Figure 2 shows a multi-page file storage sheets being read by a system which recognizes and processes them; Figure 3 shows a system that is capable of creating file storage sheets from electronically stored documents; and Figure 4 is a flow chart capsule of the routine which provides the entry point for the processing of file storage sheets as distinguished from ordinary pages of a document. Referring to Figure 1, a first page 10 of a file storage sheet is shown. Page 10 comprises a number of machine and human readable areas. The machine readable areas comprise: a file storage sheet flag 12, a label 13, a directory 14, and a files area 15. Machine readable file area 15 may comprise one or more digitally encoded files, such as files 16, 18, 20, and 22 depicted in Figure 1. Although files 16, 18, 20 and 22 are shown as having a definable space between them, it will be appreciated that such a space is not necessary from the system's standpoint. The system need only be appraised of the exact starting and ending point of any file in order to process it correctly. A space may be provided, however, to aid any human user scanning the page. Human readable areas on page 10 are optional according to the needs of the user. If included, human readable areas may comprise a label and a directory (not shown). These areas may be text translations of some or all of the machine readable label and directory or may include other information such as handwritten messages or the like. File storage sheet flag 12 informs the system that the current page being read is such a sheet. Once the system is informed that the current page is a file storage sheet, the system "knows" where to scan the page image for file attribute information. This knowledge is retained in the standardization of the file storage sheet format. For example, the system, interpreting a current page, automatically scans the upper left hand corner to determine if the image has a flag, denoting whether the page is a file storage sheet. If so, the system scans the image at standardized locations for the machine readable label and directory. As described in greater detail below, these areas contain information that enables the system to prepare electronic storage space in which to read the binary information on the page. The machine readable areas are encoded in the presently preferred embodiment with "glyph" markings. A glyph code is a series of linear marks that slant either top left to bottom right or vice versa. Glyphs are a high density form of writing and have proven to be robust in the sense of recovering information after repeated photocopyings. Glyph codes are described in US-A-5,060,980 and in EP-A-459,792. It will be appreciated that the present invention should not be limited to this form of encoding. In fact, the present invention encompasses all forms of digital encoding on paper. Collectively, the machine readable areas comprise a stored digital file or set of files that can be read and recognized by a document processing system. Figure 2 depicts a presently preferred system 30 that reads and recognizes file storage sheets. Sheet 32 is read by system 30 via image input terminal 34. Image input terminal 34 represents generically any image capturing device, such as a fax machine, copier, scanner, or the like. The image is captured by terminal 34 under control of central processing unit (CPU) 36. Once captured, the image is further processed by CPU 36 in accordance with the instructions specified in image processing module 40. Module 40 is depicted as being in storage 38. It will be appreciated that storage 38 is generically depicted and may comprises various components, such as cache, RAM, ROM, CD-ROM, floppy disk, or the like. Additionally, it is not a requirement of the present invention that module 40 reside in the same type or module of storage as electronic files 42. Under module control, CPU 36 processes the image of the file storage sheet. In the presently preferred embodiment, CPU 36 reads the digital data stored on the page, decodes the digital paper file, and stores the resulting electronic translation 42 of the paper file into storage 38. Other image operations involving compilation/transformation of data are possible. For example, encryption/decryption may be performed on the binary data. On the output side, a document processing system may be constructed to create file storage sheets from stored electronic files. Figure 3 depicts a presently preferred system 50 that creates such sheets. Upon user request, image processing module 40 directs CPU 36 to transform electronic file 42 into a page image that is subsequently sent to image output terminal. As before, storage 38 and image output terminal 52 are generic designations and may encompass all the above mentioned variants. It will be appreciated that the above transformation may take place between a wide variety of data formats and that the present invention encompasses all transformations between possible format domains. For example, the electronic file may be stored as an ASCII file, some word processing format, or the like. Likewise, the image may be formed to conform to any number of page description formats, raster image formats or the like. Collectively, the machine readable areas comprise a stored digital file or files that is read and recognizable by a document processing system such as a digital copier, system reprographic device, fax machine, page scanner or the like. Upon encountering a storage sheet, the system locates the data from the image of the storage sheet. The data from successive storage sheets that form a set of storage sheets are processed together. The system interprets the aggregate data of the storage sheet or sheets to be files stored on a removable read only external storage device, and reads the file or files and their associated information from the page images. The system then creates one or more electronic files with either specified or default names and stores the information into said file or files. As a system option, a screen display 35 may be connected to the system. In order to enhance novice user understanding, screen display of the resulting files could be consistent with the floppy disk metaphor. For example, on a computer system with a graphical user interface, when a file is read in from a storage sheet and stored on the system, a folder icon representing the storage sheet could appear, and it could contain individual file icons representing each file read from the storage sheet. Other floppy disk metaphors can best be presented in computer systems by offering a graphically based method for the creation of storage sheets that is consistent with mechanism for creating new folders or for copying files onto floppy disks. For example, a user could create a new folder, store electronic files in it, and use a mouse or other pointing device to drag the folder to a special icon used solely for the creation of storage sheets. This process would be analogous to that of copying the folder to an icon used for representing a removable floppy disk. Similarly, a computer system with a mechanism for selecting mass storage devices for storage of files within applications could allow the selection of a storage sheet device which, when stored to, creates and prints out a storage sheet. Having discussed the presently preferred embodiment generally, a more detailed description of image processing module 40 will now be given to aid the understanding of one skilled in the art. Table 1 below gives a layout of the data structures utilized by the presently preferred embodiment of the image processing module: The data structures detailed above are used by the image processing module in regards to reading and creating file storage sheets, as detailed below in Tables 2 and 3 respectively. Figure 4 is a flow chart capsule of the routine SCAN_DOCUMENT which provides the entry point for processing file storage sheets as distinguished from ordinary pages of a document. As can be seen in Table 2, the reading and processing of file storage sheets preserves the conventions of files that today's users of computers have come to expect. If the system recognizes the current page as a part of a sheet then, the system reads and stores an electronic version of the machine readable files and places them in a folder for the user's convenience. If the current page is not a part of a sheet, the system exits this routine and continues with other processing instructions. The presently preferred embodiment contains a number of simplifying assumption that need not be used in a final embodiment implementing the present invention. For example, the presently preferred embodiment assumes that all the files that are associated with the current file storage sheet are entered in the files directory found on the first page of the sheet. Likewise, it is assumed that all pages are from a single file storage sheet and not intermingled with pages from two or more file storage sheets and that each page in a sheet contains data only from one file. It will be appreciated that these simplifying assumptions are not necessary to the present invention and should not be considered as a limitation thereupon. The method of creating file storage sheets is detailed below in Table 3: To create a file storage sheet, the user passes a folder to the MAKE_FILE_STORAGE_SHEET routine. The interface means for passing the folder and making a file storage sheet may be via a graphical interface as discussed above or via a command interpreter or by the file storage sheet functionality may be embedded in some other computer system and invoked programmatically. The routine, in turn, creates the pages of the file storage sheet. The system creates pages of the sheet by placing a flag in the appropriate location. Additionally, the system writes the directory and label of the floppy at its location. Lastly, the system writes the digital data of the files at their appropriate beginning location on the sheet. As stated previously, the presently preferred embodiment assumes that each page in the sheet is associated with exactly one file in the folder. In summary, the present invention is a novel form and method for creating and using paper, or a like medium, for the storage of digitally encoded data. This data is machine readable and writeable through an image terminal under processor control. File Storage sheets, constructed in accordance with the principles of the present invention, closely parallel the paradigm of magnetic floppy disk and implements the concept of "files". This novel medium provides low cost storage for a small number of files, a stable form factor and physical data storage mechanism for archival storage, as well as an additional interface for integrating the paper and electronic worlds accessible to most users.

Claims: A system (30) for retrieving a digitally encoded file (16, 18, 20, 22) being located on a hardcopy medium and having a plurality of attributes, said medium comprising a substrate sheet (10; 32) bearing machine-readable marks, said marks comprising a flag (12), a directory (14) and said digitally encoded file (16, 18, 20, 22), said flag (12) identifying said medium as a standardized file storage sheet and being recognizable by said system (30), said attributes and starting and ending position information of said file (16, 18, 20, 22) being encoded in said directory (14), said system (30) comprising: an image terminal (34) for inputting an image of said medium; a storage area (38); and a processor (36) for parsing said marks on said image to read said flag (12) and said directory (14), and, in response to recognizing said flag (12), reading said digitally encoded file (16, 18, 20, 22) in accordance with said position information, and storing said file (16, 18, 20, 22) into said storage area (38) in accordance with said attributes. The system (30) as claimed in claim 1 wherein said image terminal (34) scans and captures the image of said hardcopy medium. The system (30) as claimed in claim 1 or 2, further comprising: means (36) for storing said attributes into said storage area (38). The system (30) as claimed in one of claims 1 to 3, further comprising: a display device (35) for displaying icons representing files (42) stored in said storage area (38); and means (36) for selecting an icon under user control for user-directed processing. The system (30) as claimed in claim 4 wherein said processing comprises copying the file (42) represented by said selected icon to a local storage area. The system (30) as claimed in claim 4 or 5 wherein said processing comprises deleting the file (42) represented by said selected icon from said storage area (38). A system (50) for creating a hardcopy medium storing a digitally encoded file (16, 18, 20, 22), said medium comprising a substrate sheet (10; 32), said system (50) comprising: a storage area (38) for providing a file (42) having a plurality of attributes; a processor (36) for digitally encoding said file (42) and for creating an image comprising machine-readable marks, said marks comprising a flag (12), a directory (14) and said digitally encoded file (16, 18, 20, 22), said flag (12) identifying said medium as a standardized file storage sheet, said attributes and starting and ending position information of said file (16, 18, 20, 22) being encoded in said directory (14); and an image terminal (52) for outputting said image on to said substrate sheet (10; 32). The system (30; 50) as claimed in one of claims 1 to 7 wherein said attributes include a name for said file (16, 18, 20, 22, 42). The system (30; 50) as claimed in one of claims 1 to 8 wherein said substrate sheet (10; 32) comprises paper. The system (30; 50) as claimed in one of claims 1 to 9 wherein said substrate sheet (10; 32) comprises coated polyester. The system (30; 50) as claimed in one of claims 1 to 10 wherein said substrate sheet (10; 32) further comprises human-readable information. The system (30; 50) as claimed in claim 11 wherein said human-readable information comprises a listing of said attributes. The system (30; 50) as claimed in claim 11 or 12 wherein said human-readable information is at least partially user-supplied. The system (30; 50) as claimed in one of claims 11 to 13 wherein said human-readable information is at least partially automatically generated. A method, for use in a system (30), of retrieving a digitally encoded file (16, 18, 20, 22) being located on a hardcopy medium and having a plurality of attributes, said medium comprising a substrate sheet (10; 32) bearing machine-readable marks, said marks comprising a flag (12), a directory (14) and said digitally encoded file (16, 18, 20, 22), said flag (12) identifying said medium as a standardized file storage sheet and being recognizable by said system (30), said attributes and starting and ending position information of said file (16, 18, 20, 22) being encoded in said directory (14), said system (30) comprising an image terminal (34), a storage area (38) and a processor (36), said method comprising: inputting an image of said medium to said system (30) using said image terminal (34); parsing said marks on said image using said processor (36) to read said flag (12) and said directory (14); and in response to recognizing said flag (12), reading said digitally encoded file (16, 18, 20, 22) in accordance with said position information, and storing said file (16, 18, 20, 22) into said storage area (38) in accordance with said attributes. The method as claimed in claim 15 wherein the step of inputting said image comprises scanning and capturing the image of said hardcopy medium. The method as claimed in claim 15 or 16, further comprising: storing said attributes into said storage area (38). A method, for use in a system (50), of creating a hardcopy medium storing a digitally encoded file (16, 18, 20, 22), said medium comprising a substrate sheet (10; 32), said system (50) comprising a storage area (38), a processor (36) and an image terminal (52), said method comprising: providing a file (42) having a plurality of attributes in said storage area (38); digitally encoding said file (42) and creating an image comprising machine-readable marks using said processor (36), said marks comprising a flag (12), a directory (14) and said digitally encoded file (16, 18, 20, 22), said flag (12) identifying said medium as a standardized file storage sheet, said attributes and starting and ending position information of said file (16, 18, 20, 22) being encoded in said directory (14); and outputting said image on to said substrate sheet (10; 32) using said image terminal (52). The method as claimed in one of claims 15 to 18 wherein: said system (30; 50) further comprises a display device (35); and said method further comprises: displaying on said display device (35) icons representing files (42) stored in said storage area (38), and selecting an icon under user control for user-directed processing. The method as claimed in claim 19 wherein said processing comprises copying the file (42) represented by said selected icon to a local storage area. The method as claimed in claim 19 or 20 wherein said processing comprises deleting the file (42) represented by said selected icon from said storage area (38). A hardcopy medium storing a digitally encoded file (16, 18, 20, 22) having a plurality of attributes, comprising a substrate sheet (10; 32) bearing machine-readable marks, said marks comprising a flag (12), a directory (14) and said digitally encoded file (16, 18, 20, 22), said flag (12) identifying said medium as a standardized file storage sheet, and said attributes and starting and ending position information of said file (16, 18, 20, 22) being encoded in said directory (14). The hardcopy medium as claimed in claim 22 wherein said attributes include a name for said file (16, 18, 20, 22). The hardcopy medium as claimed in claims 22 or 23 wherein said substrate sheet (10; 32) comprises paper. The hardcopy medium as claimed in one of claims 22 to 24 wherein said substrate sheet (10; 32) comprises coated polyester. The hardcopy medium as claimed in one of claims 22 to 25 wherein said substrate sheet (10; 32) further comprises human-readable information. The hardcopy medium as claimed in claim 26 wherein said human-readable information comprises a listing of said attributes. The hardcopy medium as claimed in claim 26 or 27 wherein said human-readable information is at least partially user-supplied. The hardcopy medium as claimed in one of claims 26 to 28 wherein said human-readable information is at least partially automatically generated. The system (30, 50) as claimed in one of claims 1 to 14 wherein said position information is represented by a starting point of said file (16, 18, 20, 22) and a length of said file (16, 18, 20, 22). The system (30, 50) as claimed in one of claims 1 to 14 wherein said position information is represented by a starting point and an ending point of said file (16, 18, 20, 22). The method as claimed in one of claims 15 to 21 wherein said position information is represented by a starting point of said file (16, 18, 20, 22) and a length of said file (16, 18, 20, 22). The method as claimed in one of claims 15 to 21 wherein said position information is represented by a starting point and an ending point of said file (16, 18, 20, 22).

Inventors: KLOTZ LEIGH L JR, KLOTZ, LEIGH L. JR.
Applicants: XEROX CORP, XEROX CORPORATION
Application year: 1994
Main classification: G06K19
IPC codes: G06K17, G06K19, G06K1